Office work has changed drastically during the last decades. In the 1990s and all the way up to the early 2000s, office spaces were literally cluttered with stacks of documents, memos and numerous types of files. The all-too-common metal filing cabinets could be seen in every office. Everyone can recall the grayish look of those small cabinets that were everywhere: you could find them in clerk rooms, accountants’ offices, sales departments, and even top managers had a few. Everything revolved on something that was so ubiquitous that most of us didn’t even realize: paper. Contracts, bills, memos, registrations, schedules, appointments and any imaginable document was printed. It’s safe to say that paper was, until the early 2000s, the centerpiece of every office space.
Thankfully, nowadays the concept of a paperless office environment is quickly spreading and many organizations are embracing it. Although initially many managers were rather oblivious to the new paperless office solutions, everyone is now seeing its benefits. Paper is being used far less than before, the metal filing cabinets are a thing of the past and people know how to use, copy, share and store digital files. Some of the most advantageous benefits of digital files are how easy you can share and store them.
Let’s see some of the best ways to store and share digital documents for your office needs:
- Cloud storage and sharing platforms
Cloud storage uses a large network of multiple servers located across the world and provide users with fast storage and sharing capabilities. The servers are maintained and managed by hosting companies, so they are easily interconnected and their storage space is vast. They can be accessed through a cloud computer service and can work on web-based content management systems.
There are hundreds of websites and online tools that can rely on cloud computing to store and share files. Many of them have an intuitive homepage, a drag and drop system for file sharing directly from your computer to your browser and an automatic upload interface. You can share the files with colleagues either individually or in groups, you can collaborate on and edit files, organize them into various collections and publish them on blogs and websites. Other services even allow users to directly connect, share, publish or drag files from Vimeo, Youtube or Soundcloud. File synchronization is another advantage of the cloud sharing system: users can sync Windows, Linux, Mac and iOS files in real time, edit, delete or add information. The files can then be published on a separate web link, which can then be sent to third party users.
Common cloud storage platforms include Dropmark, Dropbox and Google Drive.
- Online file sending platforms
Companies like Dropcanvas or Wetransfer provide simple drag and drop type of file sharing for their clients. Users don’t have to register and can quickly send files to any other user, just by typing their e-mail address. A short link is generated, where the respective documents can be found. A share button is also available for social media platforms, such as Facebook, Reddit and Twitter. Generally, the file sizes cannot exceed 5GB.
- Complete document management systems
The best tools for handling digital documents are, by far, document management software solutions, such as Lucion’s FileCenter. These state of the art tools help you manage your files and provide the complete services in one package. They are easy to use, cloud hosted to guarantee speed and accessibility, have an intuitive file cabinet structure, have excellent inbuilt search algorithms, scan, and editing tools, as well as extensive collaboration tools. Generally, document management systems have extraordinary security protocols, multiple integration options, mobile access and offer 24/7 customer support. They can accommodate hundreds of users and are ideal for large organizations and enterprises.
Flaviu Mircea is a freelance writer and small business owner who strives off organization. He enjoys sharing with his audience, tips and insights into running an organized and effective office. If you would like to learn more about Flaviu, you can check out his Google+ Profile.